Hiring Process Checklist

Printable version: Hiring Process Checklist (PDF)

If you are looking for a list of required hiring forms, see Hire/Rehire Required Forms Checklist.

Hiring Process Checklist

  1. Obtain authority to recruit for and fill position with your departmental guidelines. (Note: During hiring freeze additional approvals will be required.)
  2. Produce new Job Description or update old Job Description, as appropriate. If position is critical and requires a background check, state it in the job description (remember to add the Background Check Required description field when entering the TAM job listing).
  3. Determine selection criteria. What are your Required and Preferred qualifications? What are the things you need someone to know/be able to do that would make them minimally qualified for the job? What are some nice-to-have skills that will make an outstanding candidate rise to the top of the pool?
  4. Have the job description classified by the Compensation Team with your HR Business Partner. 
  5. Post the job in the TAM system and complete Physical, Environmental, and Mental Demands (PEM) form. Keep the form in your recruitment file.
  6. Note in TAM any control unit placement goals or campus goals for the position.

  7. Contact your recruiter for additional recruitment support, strategies, or targeted advertisement options.

    • For PSS (professional or clerical level) positions, contact CSS Recruiting Team at
      510-664-9000 option 3, option 2.
    • For MSP (managerial) level positions, contact People & Culture's Talent Acquisition Team at
      510-642-7053.
  8. Select interview committee to review selection criteria.
  9. Develop standardized interview questions.
  10. Review all candidate applications and determine appropriate status in TAM for each applicant.
  11. Determine applicants for interview and record interview information in TAM.
  12. Arrange for interview space, contact applicants, and establish interviewing schedule.
  13. Conduct interviews and determine top candidate(s). (Document interview results in TAM.)
  14. Check references. If internal employee, review personnel file.
  15. Obtain salary approval, if needed. Enter the expected offer and get it approved in TAM.
  16. Offer position. Send letter to applicant confirming offer.
  17. For a critical position involving operation of a commercial motor vehicle, arrange a pre-employment drug and alcohol test for the successful applicant (see Appendix E, Drug and Alcohol Testing Information Summary).
  18. If the position has been designated "critical", arrange a background check (see Completing the Job Posting in Chapter One: Employment)
  19. Notify interviewed applicants not selected.
  20. Complete the recruitment process in TAM and hire the applicant through the Manage Hires page in Workforce Administration (WFA).
  21. Complete and retain the Interview Data Form (IDF) in your department files, along with the selection criteria, interview questions, and assessment of all candidates' qualifications. Upload a signed copy of the IDF to the requisition in TAM under the Activity and Attachments tab.
  22. Schedule the employee for New Employee Orientation class and complete required hiring forms.